Minutes Gates Public Library Board of Trustees December 12, 2001

Present: Pam Brady, President; Tony Frosino, Vice President; Vince Hesketh; Gaye Poness; Julia Rivoli; Linda Tribotte; Ralph Esposito, Supervisor; Susan Swanton, Library Director; Judy MacKnight, Assistant Director

Absent: Steve Murphy

I Call to Order: Meeting was called to order at 7:04 pm by President Brady.

II Agenda Changes: Under IX add e. Action on letter from staff member regarding using town server; f. Action on letter from patron regarding bill for replacement.

III Visitors’ Comments: none

IV Supervisor’s Comments: none

V Correspondence: Information was made available for board perusal.

VI Approval of Minutes: A motion to approve the November 14, 2001 minutes was made by Vince Hesketh; seconded by Gaye Poness and motion carried unanimously.

VII Approval of Personnel Report: A motion to approve the personnel report, which shall be considered a part of these minutes, was made by Gaye Poness; seconded by Linda Tribotte and motion carried unanimously.

VIII Financial Review:
a. Approval of Financial/Year to Date Report: Ms. Swanton reviewed report with the Board. Final 2001 bills to be paid at the January 2002 meeting. Budget will have a very small balance at the end of the year to carry over. A motion to approve the financial/year to date report, which shall be considered a part of these minutes, was made by Tony Frosino; seconded by Julia Rivoli and motion carried unanimously.
b. Approval of Transfers: A motion to approve the following transfers was made by Gaye Poness; seconded by Vince Hesketh and motion carried unanimously. The transfer requested is: $3,000 from L-9010-8000 (Retirement) to: + $2,700 to L-7410-4300; +100 to L-7410-4350 (Mileage) and + $200 to L-7410-4360 (Contractual - CARL).
c. Approval of Bills to be Paid: A motion to approve claims #399-448, accounts payable claims #5993-6002, including payrolls #23, 24 and 25, for a total of $132,722.65 was made by Julia Rivoli; seconded by Tony Frosino and motion carried unanimously.
d. Approval of Non-Union salary rates: Ms. Swanton presented the rate increases for the part time pages and aides, Director, Assistant Director, cleaner, part time clerk, part time librarian and the substitute librarian position, at an increase of 3% over 2001. A motion to approve the 3% increase of those listed was made by Vince Hesketh; seconded by Linda Tribotte and motion carried unanimously.

IX Items for Board Action:
a. Action on Election of Board Officers for 2002: The nomination of Pamela Brady as Board President was made by Linda Tribotte; seconded by Julia Rivoli and motion carried unanimously. The nomination of Tony Frosino as Vice President was made by Linda Tribotte; seconded by Vince Hesketh and motion carried unanimously. The nomination of Linda Tribotte as Board Corresponding Secretary was made by Gaye Poness; seconded by Vince Hesketh and motion carried unanimously.
b. Action on Board Goals 2002: After some discussion it was decided to table goals until the January 2002 meeting. An adhoc committee of Vince Hesketh and Tony Frosino was made to draft the 2002 goals and present them at the January meeting.
c. Action on RFN request for meeting room dates: Ms. Swanton presented request to the Board. A motion to approve the request for multiple meeting room dates, to be scheduled on a quarterly basis with library programs being considered first, was made by Gaye Poness; seconded by Tony Frosino and motion carried unanimously.
d. Action on Trustee Participation on MCLS Renewal Enhancement Team: Trustee Hesketh volunteered to be considered a participant on the MCLS Renewal Enhancement Team. Director Swanton will notify RPL Director, Richard Panz.
e. Action on Letter from Staff member: President Brady informed the Board of a letter of apology given to the Town’s Data Processor from the library’s Internet/Technology librarian. The librarian used, without permission, several ports on the town’s server when the library’s internet connection was down. Letter of apology was accepted by the Data Processor and President Brady reassured Mr. Esposito that this situation would not happen again.
f. Action on Letter from Library Patron: President Brady reported that a patron had written regarding a bill for replacement on two books that the patron disputes having damaged. Director Swanton had already offered a compromise to the patron that they refused. After some discussion it was decided that the Board would forgive the replacement cost on one of the books and only request the patron to pay for the most damaged one. Trustee Tribotte will write to the patron regarding the Board’s decision.

X Reports: All reports accepted as written.

XI Items for Board Discussion:
a. Report on Chapter 10: Library Leadership (Regents Commission): Report accepted as presented.
b. Report on HVAC System: Ms. Swanton presented report on the updated quote from Monroe Piping and Sheet Metal, Inc. Several issues were discussed. It was decided that Ms. Swanton will contact David Nasradinaj, Service Manager at Monroe Piping to discuss those items in priority order. Ms. Swanton will report back to the Board at the January, 2002 meeting.
c. Board Committees: Those reported on -
1. Town Board: Ms. Swanton stated that the Supervisor, along with the Town Board, appointed Pam Brady to another five year term on the Library Board.
2. Friends: Book sales will be held three times in 2002. May 8th will be the Annual Meeting for the Friends. Next meeting of the Friends Board will be January 9, 2002.
4. Long Range Plan: The current plan will be up in December, 2002. Planning for the next five year plan needs to begin. Trustees Rivoli and Poness will meet with the Director to begin planning process of developing new plan.
6. Trustee Council: Next meeting will be held in February.

Having no further business to discuss, a motion to adjourn the meeting was made by Tony Frosino; seconded by Gaye Poness and motion carried unanimously. Meeting adjourned at 8:30 pm.

Respectfully submitted,

Sandra Kilbury,
Recording Secretary